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08-26-2019 Minutes CITY OF SALINA,KANSAS REGULAR MEETING OF THE BOARD OF COMMISSIONERS August 26,2019 4:00 p.m. The City Commission convened at 3:00 p.m. for River Festival Button Pricing & Admission Policy and at 3:45 p.m. for Citizens Forum at City-County Building, Room 107. 2 The Regular Meeting of the Board of Commissioners was called to order at 4:00 p.m. in Room 107, City-County Building. Roll call was taken followed by the Pledge of Allegiance and a moment of silence. Those present and comprising a quorum: Mayor Trent W. Davis, M.D. (presiding), Commissioners Joe Hay,Jr., Melissa Rose Hodges, Mike Hoppock and Karl Ryan. Also present: Michael Schrage, City Manager; Greg Bengtson, City Attorney; and Shandi Wicks, City Clerk. AWARDS AND PROCLAMATIONS (3.1) The day of August 26, 2019 as "Women's Equality Day" in the city of Salina. Sheila Kjellberg, Human Relations Commission member read the proclamation and announced associated events. CITIZENS FORUM None. PUBLIC HEARINGS AND ITEMS SCHEDULED FOR A CERTAIN TIME None. CONSENT AGENDA (6.1) Approve the minutes of August 19, 2019. 19-0240 Moved by Commissioner Hodges, seconded by Commissioner Hay, to approve the minutes of August 19, 2019. Aye: (5). Nay: (0). Motion carried. ADMINISTRATION (7.1) Consider Change Order No. 1 for the 2019 Mill and Inlay project, City Project No. 90014. Jim Kowach, Director of Public Works, explained the project, the change order, fiscal impact and action options. Commissioner Hay asked if the $51,915.71 portion of the request, was out of the sales tax money to improve the streets. Michael Schrage, City Manager,stated it was out of the street department budget and a conversation needed to occur on who was responsible for the maintenance of the parking lots. Commissioner Hay provided his thoughts on the request. Mr. Schrage stated that the remaining budget amount for the project was from sales tax as well. Commissioner Ryan asked if we would refrain from driving big trucks on the parking lot. Page 1 Mr. Kowach stated staff planned to leave the remaining soil at the location for future use. Commissioner Hoppock asked if the current base was satisfactory or if it needed to be addressed. Mr. Kowach stated staff felt by adding an inch and a half of bituminous material to the top would add some structure and it would adequately handle the type of traffic for several years to come. Commissioner Hoppock asked what several years sounded like. Mr. Kowach stated we Ts would expect this to hold up for ten (10) years but to follow-up with crack sealing in eight (8) to ten (10) years and resurface the parking lot in approximately fifteen (15) years. He continued by stating that staff was taking the opportunity to reconfigure the parking spaces in the parking lot. Commissioner Hoppock asked what the normal amount of asphalt used for a parking lot. Mr. Kowach stated the City of Salina standard was 8 inches of asphalt or 6 inches of concrete, he personally and professionally preferred 10 inches of asphalt or 8 inches of concrete. Commissioner Hoppock asked if the project would include the parking lot entrance to the back end of the parking lot. Mr. Kowach stated as part of the mill and inlay project, staff had included Magnolia from the entrance to the soccer complex 200 feet south. Commissioner Ryan asked if the water was coming from below and pooling up or standing on top. Mr. Kowach stated it was surface water and due to the amount of rain, it would run down inside the surface instead of running off. Commissioner Hodges asked who constructed the original parking lot and if routine inspections were performed of the parking lot. Mr. Kowach stated staff thought it was built to the specifications but recycled material could be used when laying the parking lot. He continued to state staff took samples of the material and it did not hold together. Mr. Schrage stated the project started shortly after he arrived, and it did not cause him concern to go back and look at the specifications. Commissioner Hodges asked if the depth of the surface could be reviewed for future parking lots. Mr. Schrage stated staff could look at the standard and noted that added surface would come at a cost. Mr. Kowach provided additional information on how recent parking lot projects were constructed using compacted rock as a portion of the surface before laying the surface. Commissioner Ryan asked if this had ever happened before. Mr. Schrage stated he was aware of road bases that had failed but was not aware of this occurring to a parking lot before. Mayor Davis asked if the bottom three and a half inches of the parking lot was asphalt. Mr. Kowach stated yes, it was an asphalt surface and was supposed to be four and a half inches. He continued to explain the core samples taken of the parking lot and there were still rocks in the holes. Mayor Davis asked if the bottom didn't hold together at the core, would it hold the new top surface. Mr. Kowach stated as long as it was confined, even if it was not bound together, it acted as a solid compact space. Mr. Schrage stated if we wanted to strengthen it, it would be adding thickness to the top. Mayor Davis asked if there was a weight limit for equipment to drive on the pavement. Mr. Kowach stated as long as it was dry, you could run the heavy equipment across the grass. Page 2 Commissioner Hodges asked if widening the area of the current parking lot would delay the need for additional parking. Mr. Schrage stated the project would stripe current areas of the parking lot to add additional parking spaces. Chris Cotten, Director of Parks & Recreation,stated the grass area could continue to be used as overflow parking. n Commissioner Hodges asked for an update of the major concrete rehabilitation and minor concrete rehabilitation projects. Mr. Kowach stated it would allow for about$100,000 for a few small projects. Commissioner Hay asked what the chance was that the construction contingency would not be used for the project. Mr. Kowach stated staff was hoping to not have to use the ° contingency but we would have to wait for the project to start to determine if there were any needs for the contingency. 19-0241 Moved by Commissioner Ryan, seconded by Commissioner Hoppock, to authorize the City Manager to approve Change Order No. 1 in the amount of $151,915.71 with APAC Kansas, Shears Division. Aye: (5). Nay: (0). Motion carried. (7.2) Resolution No. 19-7738 approving the issuance of City of Wichita, Kansas Health Care Facilities Revenue Bonds (Presbyterian Manors, Inc.) pursuant to K.S.A. 12- 740, et seq. as the bonds relate, in part, to the construction and equipping of improvements to a facility operating by Presbyterian Manors, Inc. located within the City of Salina, Kansas. Michael Schrage, City Manager, explained the interlocal agreement, the bond issuance, fiscal impact and action options. Commissioner Hoppock stated there was no risk to the City of Salina, it did not affect our bond rating and basically we were giving the Presbyterian Manor the authority to borrow money. Mr. Schrage stated the action was authorizing Presbyterian Manors, Inc. to consent to the project and the issuance of a sales tax exemption for the IRB status. Commissioner Hodges asked if the sales tax exemption would apply to the City of Wichita or all of the cities involved. Mr.Schrage stated it would apply to the supplies, materials and services for this project no matter where it was purchased. Mayor Davis asked if the sales tax exemption could be honored to be used in another state. Greg Bengtson, City Attorney, stated his recollection was to items that would be otherwise subject to Kansas sales tax. Mr. Bengtson continued to provide information on the issuance of the bonds. Commissioner Hoppock asked what the improvements to the Salina facility would be. Bill Taylor, Presbyterian Manor, stated part of the improvements would be to add additional independent living and perform capital improvements to the current facility. Commissioner Hoppock asked if they were adding more living space. Mr. Taylor stated that Presbyterian Manor was conducting a survey and had noticed a need for additional independent living. Commissioner Hay asked if there were other communities that were affected with this request. Mr. Taylor stated that Wichita was the bonder or where the bonds would come from legally and each of the communities would have a hearing depending on the needs in the community. Mr. Schrage mentioned that the ten (10) communities were Arkansas City, Clay Center, Dodge City, Emporia, Ft. Scott, Lawrence, Newton, Parsons, Salina and Page 3 Topeka. Commissioner Hodges asked in the event of a default would there be any exposure to the City of Salina. Mr. Schrage stated no. Commissioner Ryan asked if these types of bonds would accrue to the home bonding limit for Wichita. Mr. Bengtson stated the bond holders were responsible and there were no requirements of the City. 19-0242 Moved by Commissioner Hay, seconded by Commissioner Hodges, to adopt Resolution No. 19- 7738 approving the issuance of City of Wichita, Kansas Health Care Facilities Revenue Bonds (Presbyterian Manors, Inc.) in the amount of $53,000,000 pursuant to K.S.A. 12-740, et seq. as the bonds relate, in part, to the construction and equipping of improvements to a facility operating by Presbyterian Manors, Inc. located within the City of Salina, Kansas. Aye: (5). Nay: (0). Motion carried. (7.3) Resolution No. 19-7730 showing support for and providing priority guidance for addressing identified needed improvements in the Parks and Recreation Master Plan. Chris Cotten, Director of Parks & Recreation, explained the guidelines, the request, and action options. Commissioner Hodges asked for access to an editable version of the spreadsheet that was provided in the packet today. She continued by asking if the City Commission should decommission the Lum Felton Park and Schilling Park instead of adding it to the master plan list. Michael Schrage, City Manager, stated the document was intended to be a guidance document so staff could prepare the budget, solicit bids and bring agenda items back to the City Commission for action. Commissioner Hodges provided her thoughts on how the list was compiled. Commissioner Ryan provided his thoughts on the list and stated it was more of a priority list for staff. Mr. Schrage stated that the list had not changed from the study session. Mr. Cotten stated that was correct. Commissioner Hoppock provided his thoughts on the list and asked if the list was to be used for the $500,000 a year. Mr. Schrage stated yes and it would be used as a staff document for a starting point for himself and department staff. Commissioner Ryan stated he hoped it would allow for other funding to be used for something on the list. Mr. Schrage stated the funding piece was listed in the resolution. Commissioner Hodges stated there were still mentions in the document relating to the tennis courts and asked if there was not a continuation of a new tennis complex, what would happen to the current tennis courts. Mr. Schrage stated there needed to be a conversation on the needs for the tennis courts. Commissioner Hay stated that it was still part of the Parks & Recreation master plan and thought those parks needed to be looked at to be removed off the list. Mr. Schrage stated that he had yet to allow the department to spend any of the$500,000 in this year's budget. Commissioner Hodges would prefer that we dealt with these instead of keeping them on the list. Mr. Schrage stated that some of the areas discussed may not come up on the list Page 4 before ten (10) years. Mayor Davis asked if all of the repairs and projects would go before the City Commission for approval. Mr. Schrage stated that anything over $20,000 would go before the City win Commission for approval. Commissioner Hoppock provided his thoughts on the study and felt it was listing the deficiencies of the parks. Mr. Schrage stated the parks master plan did not prioritize anything, it just listed the 187 items and staff tried to rate them to create the list for consideration of a consensus in the list. Commissioner Hodges stated she saw the planting and re-landscaping of different parks on the list and asked how we were going to maintain the park landscaping and planting. Mr. Schrage stated those were conversations to be had before the expenditure. A conversation ensued between the Commission and Mr. Schrage regarding the landscaping and planting of the parks. 19-0243 Moved by Commissioner Ryan, seconded by Commissioner Hay, to adopt Resolution No. 19-7730 showing support for and providing guidance for addressing identified needed improvements in the Parks and Recreation Master Plan. Original motion was rescinded by both the mover and the second. Commissioner Hodges stated she felt that it would be looked at in a few years and conversations were neglected but did not feel it was providing the information staff a needed. She continued to state she did not think it would be setting Parks & Recreation and the City Commission up for success. Commissioner Hoppock thought the use of priority in the resolution should be changed to guidance. Mayor Davis asked if the restrooms in Oakdale would come out in the first year. Mr. Cotten stated it could possibly be budgeted for 2020 but the current priority was to fix and maintain the park shelters. Mr. Cotten stated he was in favor of changing priority to guidance. 19-0243 Moved by Commissioner Ryan, seconded by Commissioner Hay, to adopt Resolution No. 19-7730 showing support for and providing guidance for addressing identified needed improvements in the Parks and Recreation Master Plan. Aye: (4). Nay: (1) Hodges. Motion carried. (7.4) Resolution No. 19-7731 declaring a future golf course pavilion at the Salina Municipal Golf Course to be considered a qualified facility under the City of Salina Municipal Facilities Naming Guidelines. • Chris Cotten, Director of Parks & Recreation, explained the guidelines, the request, and action options. Mayor Davis asked if the Salina Municipal Golf Association if it had lady members. Mike Hargrave, Golf Course Manager, stated there was a separate association for women and there were not men in the women's association. Mayor Davis asked if the women's association was part of this request. Mr. Hargrave stated that he thought the women's association was aware of the request. Commissioner Hodges asked if the request appeared on the just approved parks master Page 5 plan guidance list. Mr. Cotten stated that it was not on the list, it was a separate venture. Commissioner Hodges thanked Joe Milbradt and Heather Hemmy for their hard work on the item. 19-0214 Moved by Commissioner Hodges, seconded by Commissioner Hoppock, to adopt Resolution No. 19-7731 declaring a future golf course pavilion at the Salina Municipal Golf Course to be w considered a qualified facility under the City of Salina Municipal Facilities Naming Guidelines. H Aye: (5). Nay: (0). Motion carried. (7.5) Resolution No. 19-7732 declaring a storage facility at the Salina Animal Shelter to be considered a qualified facility under the City of Salina Municipal Facilities Naming Guidelines. Chris Cotten, Director of Parks & Recreation, explained the guidelines, the request, and action options. Commissioner Hay provided his thoughts on the request. 19-0245 Moved by Commissioner Hodges, seconded by Commissioner Hay, to adopt Resolution No. 19- 7732 declaring a storage facility at the Salina Animal Shelter to be considered a qualified facility under the City of Salina Municipal Facilities Naming Guidelines. Aye: (5). Nay: (0). Motion carried. (7.6) Resolution No. 19-7733 declaring all areas of the East Crawford Recreation Area to be considered a qualified facility under the City of Salina Municipal Facilities Naming Guidelines. Chris Cotten, Director of Parks & Recreation, explained the guidelines, the request, and action options. Michael Schrage, City Manager, mentioned that resolutions were only approved on one reading. Commissioner Ryan asked if there was any type of conflict of Barkley Park and if Barkley Park could lose its name. Mr. Schrage stated it would have to come to the City Commission for consideration but he was not aware of any request to change the name of Barkley Park. Mr. Cotten stated it would need to come back before the City Commission for approval. Mr. Schrage stated there was no intention to rename Barkley Park. Commissioner Hodges asked if the Governing Body approved the name change of the soccer complex. Mr. Cotten stated it was an oversight by staff and mentioned that it had been referred to as the Magnolia Soccer Complex since his tenure here. Commissioner Hodges stated the other resolutions declared the other facilities as qualifying for naming rights but did not list the name of the other party and asked if the action would be done in two chunks, approving the naming and approval of a development agreement. Mr. Schrage stated there would be a development agreement coming back before the City Commission and the discussions he has had with Baseball Enterprises had not been to the extent that the City of Salina sign them full authority for naming rights. He continued to state our intentions were an acknowledgement of our willingness to consider renaming of these facilities and they then intend to solicit and donations come back to you and offer up suggested renaming for your further consideration. Mr. Cotten provided information from the City of Salina Municipal Facilities Naming Guidelines pertaining to the philanthropic naming of a facility. Page 6 Commissioner Hodges asked if the naming plans were available. Mr. Cotten stated the current request was to declare the facility a qualified facility under the City of Salina Municipal Facilities Naming Guidelines. A conversation ensued between the City Commission, Mr. Schrage and Mr. Cotten regarding the steps in the naming process. Mayor Davis asked if the third whereas was correct when it listed Salina Baseball y Enterprises. Mr. Schrage stated the consideration was to declare the facility as a qualified facility and further action would need to be taken on the specific requested facilities 0 naming. U Byron Tomlins, Salina Baseball Enterprises, provided information on the naming facilities and stated the facilities they would like to name were the new premiere baseball diamonds, the new premiere softball diamonds, the ECRA center and the Roger Wilbur Field. Commissioner Hay asked if there would be any naming rights for Bill Burke Park. Mr. Tomlins stated no. He continued to state they had no intentions to rename James Matson Field, Dean Evans Stadium and Barkley Park. Mr. Schrage stated the current policy was to break it down into steps and staff was trying to follow the steps. He continued to state that the third could be read as: Whereas a request to declare all areas of East Crawford Recreation Area to be considered as a qualified facility under the City of Salina Municipal Facilities Naming Guidelines had been received. Commissioner Ryan asked if Baseball Enterprises had any concerns to the change in the Whereas. Mr. Schrage stated that this was step one of multiple steps going before the City Commission for consideration. 19-0246 Moved by Commissioner Hodges, seconded by Commissioner Hoppock, to adopt Resolution No. 19-7733 declaring all areas of the East Crawford Recreation Area to be considered a qualified facility under the City of Salina Municipal Facilities Naming Guidelines and changing the third whereas to read: Whereas a request to declare all areas of East Crawford Recreation Area to be considered as a qualified facility under the City of Salina Municipal Facilities Naming Guidelines has been received. Aye: (5). Nay: (0). Motion carried. (7.7) Resolution No. 19-7736 authorizing the Mayor to execute an agreement with Trane of Kansas to provide boiler replacement consulting and design services for the Salina Police Department. Chris Cotten, Director of Parks Sr Recreation, explained the project, the agreement, fiscal impact and action options. Commissioner Ryan asked how Parks & Recreation was involved in this request. Mr. Cotten stated the buildings and facilities maintenance of the City of Salina fell under Parks & Recreation. Commissioner Ryan asked about Fire Department. Mr. Cotten stated they provide some support on the fire department buildings. Michael Schrage, City Manager, provided information on the specialized experience of Troy Reinert, Facilities Operations Manager. Mr. Cotten stated that Mr. Reinert managed 500,000 square feet of buildings and facilities for the City of Salina. Tom Thompson, asked if the cost of the boiler itself or the entire heater exchange system. Troy Reinert, Facilities Operations Manager, stated it would be the replacement of the Page 7 boiler system, all piping and electrical necessary to tie the new boiler system to the building. 19-0247 Moved by Commissioner Hoppock, seconded by Commissioner Hodges, to adopt Resolution No. 19-7736 authorizing the Mayor to execute an agreement with Trane of Kansas to provide boiler i replacement consulting and design services for the Salina Police Department. Aye: (5). Nay: (0). 1 ' ' Motion carried. w N g DEVELOPMENT BUSINESS None. 3 OTHER BUSINESS Commissioner Hodges wanted to commend the Public Works staff on their hard work on Channel Drive. Commissioner Hodges stated she had requested a couple weeks ago a breakdown on the legal services and asked with the budget behind us, could staff put this information together for her. Michael Schrage, City Manager, stated that he could have staff put that request together. Commissioner Hay wanted to recognize the Boy Scout in the audience and thank him and his father for attending the meeting. Michael Schrage, City Manager, provided prepared maps on the special assessment benefit 1 districts for Markley and Holmes Road. He continued to explain the various scenarios available. He further asked for consensus from the Governing Body. Commissioner Hoppock stated he would personally like to see what a 95/5 or 80/20 would look like and stated he drove Markley Road as much as possible to see that traffic flow. Commissioner Ryan stated he felt that it was arterial and would like to see those scenarios. Mayor Davis stated that it was amazing how quickly the trips could add up. Commissioner Hodges thanked staff for responding to the request and would like to assign the area to Holmes that should have been assigned to Holmes. Mr. Schrage stated that he thought he would have been able to provide the amounts but with the alteration in the size, staff could work on it and have it ready for next meeting. Mr. Schrage stated he could make it an agenda item for September 9th and could provide the information in spreadsheet form. (9.1) Request for executive session (legal). I move the city commission recess into executive session for _ minutes to discuss the subjects of negotiations with Saline County relating to the Expo Center Lease agreement with legal counsel based upon the need for consultation with an attorney for the public body which would be deemed privileged in the attorney-client relationship pursuant to K.S.A. 45- 7319(b)(2) and for the reason that the public discussion of the matter would adversely affect the interests of the City. The open meeting will resume in this room at p.m. 19-0248 Moved by Commissioner Hodges, seconded by Commissioner Hoppock, to recess into executive session for 28 minutes to discuss the subjects of negotiations with Saline County relating to the Expo Center Lease agreement with legal counsel based upon the need for consultation with an Page 8 attorney for the public body which would be deemed privileged in the attorney-client relationship pursuant to K.S.A. 45-7319(b)(2) and for the reason that the public discussion of the matter would adversely affect the interests of the City. With a five (5) minute break preceding, the open meeting will resume in this room at 6:35 p.m. Aye: (5). Nay: (0). Motion carried. The City Commission took a five (5) minute break at 6:02 p.m. and recessed into executive session at 6:07 p.m. and reconvened at 6:35 p.m. No action was taken. N • ADJOURNMENT 19-02'49 Moved by Commissioner Hay, seconded by Commissioner Hodges, that the regular meeting of the Board of City Commissioners be adjourned. Aye: (5). Nay: (0). Motion carried. The meeting adjourned at 6:35 p.m. ritwi/1^-4Pse [SEAL] Trent W. Davis, M.D., Mayor ATTEST: 1, a/�ILVIL, UDW Shandi Wicks, CMC, City Clerk 1 Paee 9